Franc Rebernik and his company, Knightguard, had a compelling reason to adopt the latest in field service management software. The large Australian security firm wanted to win the tender for a big NSW Department of Education contract. While the use of mobile job management software wasn’t mandatory to win the tender, the prospective client made it clear that it was desirable.

“They said, ‘Look, this is what we’d like, and if you can supply it, all well and good; if you can’t, then so be it’,” Rebernik recalls. “There were actually quite a few [security] suppliers that turned around and said, ‘No, it’s too hard. It’s too expensive.’ Having an electronic platform added credibility to our bid.”

Having chosen GeoOp as its mobile job management partner, Knightguard won the contract – providing secure cash-in-transit services for 2000 NSW government schools. Licensed guards attend schools across the state to collect specially marked cash bags and safely deposit them in the bank.

Rebernik, Knightguard’s business development manager, said selecting workforce management software for this job was an easy decision for his business, although it’s a step many in the security industry have not yet made. Pen-and-paper systems remain the industry standard, with many companies sticking with requisition forms and job receipt books. He says that Knightguard, which has been a leading security company since 1990 and has 3000 clients across Australia, is setting the benchmark and that the industry needs to catch up.

Knightguard is progressively rolling out GeoOp across its statewide workforce involved in the NSW Department of Education contract. Having just been through the process of selecting the right job management software, Rebernik has already found seven ways it has made his business more efficient.

It’s easier to track jobs

Rebernik says Knightguard employees on the schools run do between 100 and 200 pickups a week. Done the “old way”, the guards would write down each pickup and deposit in a log and submit an order to the school at the end of each week to organise payment. “Now, with GeoOp, we’re changing the status of each job as it’s delivered or picked up,” he says. “At the end of the week, the guards can basically log on and filter the jobs for the week. We can do that from our end as well, so it gives us visibility over everything that’s going on.”

It offers more transparency for the client

Rebernik says GeoOp has become an important data tool for the NSW Department of Education. “It gives our client the ability to filter certain information,” he says. “They would like to eventually filter down and look at different budgets, [such as] how much the schools are pulling out. They can extract different bits of information.”

It’s easier to track staff

As part of its security regulations, Knightguard needs to track staff movements closely and accurately. Mobile job management software allows the company to verify when guards attend schools precisely, and helps to resolve potential client disagreements over date and time information. “They [guards] have GPS tracking units on board their vehicles, but it’s good to be able to track them while they’re out of the car as well,” he says.

It’s easier to use than a paper-based system

Rebernik said it was crucial that any system should be simple and straightforward. With GeoOp’s help, Knightguard has put together a cheat sheet to help newcomers understand how to use the system effectively. “We’re dealing with a very wide range of [staff] demographics, and some people aren’t as computer literate as others,” he says. “The way we’ve structured it, it’s pretty simple to use. We’ve really tried to implement that KISS [keep it simple, stupid] principle – that’s why we’ve put out a user manual for it.

“They [the department] also really liked it because of the ease of use. Initially they were petrified about the schools not wanting to take this on but we’ve had nothing but positive feedback.”

It saves time

Even in the early stages of the NSW Department of Education contract, Knightguard could see how job management software made its workforce more efficient, especially when guards were on site. “They’re able to get in and out a lot quicker,” Rebernik says.

It’s available on multiple platforms

Using a job management platform that works across different formats – iOS and Android – means guards can upload the software onto their own devices. With guards using smartphones they’re already familiar with, the company has saved on training time and hasn’t needed to buy specialist equipment. It also means Knightguard won’t be forced to equip guards in rural areas with job-specific hardware to handle just three or four jobs a day.

It’s safer for clients and staff

Businesses involved in cash and security know the importance of keeping cloud-based information safe at all times, and robberies are a clear and present occupational hazard. It’s one of the reasons Knightguard chose GeoOp. “The security benefits around it were fantastic,” Rebernik says. “One of the selling points was the fact that we could actually lock any of the guards out at a moment’s notice. None of the information is stored on a device. If a device is lost or stolen, we can cancel that out as well.”

One function GeoOp is not yet able to provide is information scanning. For this, Rebernik says, guards use the iAuditor app. “At the moment, our guards change the status of the job from ‘Assigned’ to ‘Collected’ and take a photo of the [deposit] bags within GeoOp. Then they open up iAuditor and scan the barcodes on the bags.” With guards collecting up to 10 bags per job, this takes much less time than writing down every 16-digit number. “At the end of the day,” he says, “we basically convert the information into a PDF and export it into a job within GeoOp.” GeoOp expects to provide in-app scanning in the future.

Rebernik says both customer and client have been pleased with how the project is progressing. “We can track things and filter information very easily now,” he says. “The feedback we’ve been receiving from the schools is good and the Department of Education is extremely happy with the entire system. I went out there and gave them a demo a couple of weeks ago, and they were blown away.”

You can get a mobile app for anything these days … usually for things you never thought were needed. But if you’re a tradie who spends a lot of time on the road, there are certain certain buttons on your mobile device that could become invaluable, allowing you to be more effective and more productive.

Here are examples of smartphone and tablet apps that we think are particularly handy for any mobile worker:

1. Communication: Skype (free: iOS, Android, Windows)
Voice over internet protocol (VoIP) apps offer cheap and reliable audio calls or video chat via the internet, and Skype is the best-known of these services. Either connect up with colleagues who are on Skype for free or use Skype Credit to call other mobiles or landlines.

2. Accountancy: Freshbooks, Xero, Quickbooks, MYOB (price varies: iOS, Android)
These cloud-based apps allow you to keep track of your accounts from anywhere, and they’re so easy to use, especially when integrated with other business software. You can track hours, pay receipts and send invoices from anywhere through your mobile device.

3. Productivity: Asana (free up to 15 users: iOS, Android)
If you’re a mobile worker who likes to check off lists, Asana is ideal for you. You can “chat” with team members within tasks, assign and track jobs and attach documents. It also integrates with other software, such as Google Drive and MailChimp.

4. Navigation: Google Maps (free: iOS, Android)
Whether in the car, on foot or looking for a bus, this is an essential app to help you get around. A nice feature is being able to use the app’s GPS even when you have no internet or Wi-Fi connection.

5. Accommodation: Airbnb (free: iOS, Android)
Not only is this app handy when you’re looking for holiday accommodation, it might be invaluable to find a place to stay when you’re away from home on work duties. Even if you need a place at short notice, Airbnb can be a saviour.

6. Navigation: Navman RoadMate ($84.99: iOS)
GPS navigation systems have become so popular it’s hard to believe we survived so long with a printed Gregory’s or Melways. This iPhone-friendly version includes Yelp and Foursquare recommendations for reliable food or entertainment options.

7. Budget control: Expensify (free: iOS, Android)
This app helps you keep track of your work-related expenses while away from home. You can use the app to scan receipts using your phone camera, track time or mileage and create simple expense reports.

8. File management: Dropbox (free: iOS, Android, Windows; “pro” version $139 per year)
Dropbox makes it easy to share work files with colleagues from anywhere. You can also make files available offline.

9. Security: 1Password (free: iOS, Android, Windows)
This one is a beauty for those of us who struggle to remember complicated passwords, especially when out of town. With a single “master” password, you can secure website logins, Wi-Fi passwords and credit card numbers. With the desktop version, you can sync to mobile via Dropbox.

10. Productivity: iAuditor(free: iOS, Android, Windows)
If your work involves doing audits or inspections, this app is perfect to take on the road. You can build checklist templates, store photos and add drawings, and export files in a range of formats easily.

11. Utility: iHandy Carpenter ($2.99: iOS)
Described by its developer as the “lightest, prettiest and most handy carpenter toolkit in the world”, this app gives you a plumb bob, surface level, bubble level bar, protractor and ruler. All in your iPhone or iPad.

Then, of course, there’s GeoOP (field service management).
This cloud-based job management app is the ideal mobile work companion. You can track jobs, invoices and customers while out on the road, and it integrates with other leading business software.

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